Using ContentDM in a Consortium

Using CONTENTdmin a Consortium

Library Technology ConferenceMarch 19, 2009

Ann Kenne (University of St. Thomas)Chris Schommer (Macalester College) Denise Tyburski (Macalester College)

What is CLIC?

CLIC = Cooperating Libraries in Consortium

A consortium of 8 private college and university libraries in the Twin Cities established in 1969.

Augsburg CollegeBethel University

College of St. CatherineConcordia UniversityHamline UniversityMacalester College

Northwestern CollegeUniversity of St. Thomas

Selection of CONTENTdm

January 2005 CLIC Digital Projects Forum

September 2005 Formation of the CLIC Digitization Community of Interest (COI)

Fall 2005 - Spring 2007 Study of various digital collection management software options

Why CONTENTdm was chosen

• Expertise with CONTENTdm- within CLIC (College of St. Catherine) - local area (MNDigital Library, U of M, Carleton and St. Olaf)

• Pricing reasonable and offered a great deal of flexibility

• Software comes with an out of the box set up, but allows for significant customization

• Training available through Minitex

• Ability to place access restrictions on collections

• Very good tutorials and documentation provided

Drawbacks to CONTENTdm

• There is not an interface developed for Macs

• Lack of presentation tool options

Implementation of CONTENTdm

June 2007 - purchased Level 1 license (10,000 digital objects with only Augsburg, Bethel, Northwestern, Macalester and St. Thomas participating)

October 2007 – Upgraded license to Level 2 (40,000 digital objects)

June 2008 – Upgraded to an unlimited license (with all CLIC institutions able to participate)

Fall 2008 – COI upgraded to a CLIC Standing Committee

Division of responsibilities

Individual institutions:– Select content– Scan collections (in-house or outsource)– Develop metadata– With programmer, customize look of the individual collection sites

CLIC Office– Maintain/Backup server– Manage upgrades to software– Customize the public face of the site

Digitization Committee– Mediates issues – Provides training (formal and informal)– Serves as a forum for information

Managing CONTENTdm in a

Consortial Environment

Problem: CONTENTdm by default is ugly

Problem: CONTENTdm only has A-Z browsing

1: Maintain a single theme

• A unified theme requires only a single

modification

• Individual institutions cannot identify

themselves.

2: Maintain a unique theme for every collection

… even if the collections look identical

• A custom look requires a process to be

completed every time a new collection is created

• Allows for advanced customization for individual

collections

• Differentiation between institutions and

collections

• Each collection is more of a “destination”

• System upgrades more difficult

CLIC wanted to balance ease of use

with a finished looking product, with

individual institutional identity, while still

maintaining a consortial identity.

• Develop unique themes

• Develop CLIC portal

How to easily create custom collections

/usr/local/Content4/docs/cdm4

Client

Images

Includes

/client

• Controls the look/options/colors of every collection

• PHP style sheets

/client

STY_global_style.php

/client


STY_collection alias_style.php

/client


STY_collection alias_style.php

STY_macviews_style.php

• Difficult/time consuming to modify

• Impossible for average users to modify

• Fields are not defined well

PHP Definition Explanation

Modify this

Column A produces a new PHP document every modification

√ Client

Images

Includes

/includes

• Controls formatting

• PHP documents, HTML table formating

• Modify the layout of your header and footer

/includes

global_header.php

global_footer.php

collection alias_header.php

collection alias_footer.php

/includes

Edit via WYSIWYG or by hand

/includes

/images

User responsibility

• Design and chose their own color scheme/logo

Administration responsibility

• Produce _style.php file from excel document

• Produce _header.php and _footer.phpdocuments

• Add image

The front end

http://content.clic.edu/about.html

Excel files available for CONTENTdm 5 and 4

@

CONTENTdm working structure

• CLIC

• Institution

• Collection Development/Maintenance Group or Individual

• Users

Processes for proposed new collections at Macalester

• Propose to Digital Assets Management Committee

– Brainstorm any issues with the collection (copyright, access, work needed and who will do it)

– See how it fits in with Policies/Procedures/Priorities for new collections – in the process of revising

Link to Digital Collections Master Plan

• http://digitalcommons.macalester.edu/faq.html• Collection Priorities

– Priority 1:• Original Scholarly material by students (Honors Papers, Externally recognized

and celebrated scholarship, Peer-reviewed student publications, i.e. Macalester Journal of Philosophy)

– Priority 2:• Campus produced documents (Audio files of faculty talks, recorded special

events, and outside speakers, Strategic college documents, Materials that contribute to preserving the history of the college, College publications, Digital Media materials)

– Long term priorities:• Faculty publications, Co-authored research by faculty and students for those

materials approved for post-print, repositories, Faculty and/or student poster projects and poster sessions, Transcripts for lectures including Mitau, International Roundtable, etc., Personal research pages for faculty, staff, Digital images that are available for use in classroom teaching

http://digitalcommons.macalester.edu/faq.html

Processes for approved new collections at Macalester

• Determine the Process for getting the images

– Scan on own

– Outsource

– Purchase or acquire


• Set up Metadata for the collection

– Introduce people to the concept of metadata

– Decide which schema to use

– Define fields

– Determine controlled vocabularies/standard statements for various fields

– Create a data dictionary for users

Example Metadata – Archives Collection

Field name DC map Data type Large Search Hide Vocab

Title Title Text No Yes No No

Creator Creator Text No Yes No No

Contributor Contributors Text No Yes No No

Description Description Text Yes Yes No No

Date of Original Date Text No Yes No No

Publisher Publisher Text No Yes No No

Contributing Institution None Text No Yes No No

Rights Management Rights Text No No No No

Photo ID Identifier Text No Yes No No

Dimensions Format Text No Yes No No

Physical Format Format Text No Yes No No

General Subject Subject Text No Yes No No

Local Subject Subject Text No Yes No No

City or Township Subject Text No Yes No No

District or Feature Subject Text No Yes No No

MN County Subject Text No Yes No No

State Subject Text No Yes No No

Example Metadata – Archives Collection


Country Subject Text No Yes No No

Parent Collection None Text No Yes No No

Digitized By None Text No Yes Yes No

Date Digital None Text No Yes No No

Type Type Text No Yes No No

Format (access) Format Text No Yes No No

Format (master) Format Text No Yes Yes No

File Size (master) Format Text No Yes Yes No

File Name (master) Source Text No Yes Yes No

Bit Depth Format Text No Yes Yes No

Resolution Format Text No Yes Yes No

Compression Format Text No Yes Yes No

Scanner None Text No Yes Yes No

Software None Text No Yes Yes No

OS None Text No Yes Yes No

MDL Identifier None Text No Yes Yes No

Upload Date None Text No Yes Yes No

Upload File Name None Text No No No No

Example Metadata – Art Collection


RecordType Type Text No No No Yes

Art Form Type Text No Yes No Yes


Title.LargerEntity Title Text No Yes No No

Dimensions Format Text No Yes No No

Format Format Text No Yes No No

Resolution Format Text No Yes No No

Medium Format Text No Yes No Yes

Technique Format Text No Yes No Yes

Artist/Creator Creator Text No Yes No Yes

Creation Date Date Text No Yes No No

Beginning Date Date Text No Yes No No

Completion Date Date Text No Yes No No

Location Contributors Text No Yes No No

Previous Location Contributors Text No Yes No No

IDNumber.CurrentRepository Identifier Text No No Yes No

Example Metadata – Art Collection


Style/Period Coverage Text No Yes No Yes

Gender Coverage Text No Yes No Yes

Culture/Nationality Coverage Text No Yes No Yes

Description Description Text No Yes No No

Copyright Statement Rights Text No No No Yes

Original Image Source Source Text No No No No

Scanned By Creator Text No Yes Yes No

Scan Date Date Text No Yes Yes No

Scanner None Text No Yes Yes No

Scanned Format Format Text No Yes Yes No

Scanned Resolution Format Text No Yes Yes No

Scanned Bitdepth Format Text No Yes Yes No

Contributor Contributors Text No Yes Yes Yes

Image File Name Source Text No Yes Yes No

Upload Date Date Text No Yes Yes No

Source Source Text No No Yes No

Example Metadata – Study Abroad Collection



Country Subject Text No Yes No No

Geographic Location Subject Text Yes Yes No No

Photographer Creator Text No Yes No No

Macalester Affiliation None Text No Yes No No

Macalester Sponsored Program Subject Text No Yes No No

Description/Reflection Description Text Yes Yes No No

Date (photographed/recorded) Date Text No Yes No No

Date Digitized (if scanned) Date Text No Yes No No

Resource Type Type Text No No No No

Format Format Text No No No No

Copyright Statement Rights Text Yes No No No

Topic Subject Text No Yes No No

Time Period Date Text No Yes No No

Example Metadata – Oral History Collection



Interviewee Creator Text No Yes No No

Interviewer Contributors Text No Yes No No

Description Description Text Yes Yes No No

Date of Interview Date Text No Yes No No

Link to Transcript Source Text No No No No

Audio Run Time (access)None Text No No No No

Physical Format Format Text No Yes No No

General Subject Subject Text No Yes No No

Local Subject Subject Text No Yes No No

Language Language Text No Yes No No

Location Recorded Subject Text No Yes No No

Publisher Publisher Text No Yes No No

Parent Collection Subject Text No Yes No No

Contributing Institution Subject Text No Yes No No

Example Metadata – Oral History CollectionField name DC map Data type Large Search Hide Vocab

Rights Management Rights Text No No No No

Accession Number Identifier Text No Yes No No

File Name (access) Identifier Text No Yes No No

Media Technician Publisher Text No Yes No No

Type Type Text No Yes No No

Format (access) Format Text No Yes No No

Format (master) Format Text No Yes Yes No

Audio Run Time (master) Format Text No No Yes No

File Name (master) Identifier Text No Yes Yes No

Audio Equipment None Text No Yes Yes No

Software None Text No Yes Yes No

Operating System None Text No Yes Yes No

Checksum None Text No No Yes No

Audio Editing None Text No Yes No No

Video Editing None Text No Yes Yes No

Transcription None Text No Yes No No

Transcript text DescriptionFull Text Search Yes Yes No No

Object File Name None Text No No Yes No

Example Macalester Data Dictionary

• Art Images Collection

• The Art Images Collection is a collection of both purchased and locally produced digital images of art related items that are to be used for classroom teaching and learning. Access is restricted to the Macalester College community. The metadata scheme is based upon the VRA Core 3.0 Categories which are specifically designed to meet the needs of the art community. A description of these categories can be found at: http://www.vraweb.org/resources/datastandards/vracore3/index.html. They are listed in the order they currently appear in ContentDM and the order in which they should be submitted in an Excel spreadsheet with new images to be added to the collection.

http://www.vraweb.org/resources/datastandards/vracore3/index.html

http://www.vraweb.org/resources/datastandards/vracore3/index.html


• Art Form

• Metadata Element:Type• Dublin Core Map: Type• Definition: Identifies the specific type of Work or Image being described in the

record.• Data type: Text• Fixed or Variable: Variable• Controlled Vocabulary: AAT (Art and Architecture Thesaurus). Found at

http://www.getty.edu/research/conducting_research/vocabularies/aat/• Required: No, but preferred• Repeatable: No• Examples: linocuts, photographs, gelatin silver prints, performance art, oil

paintings, installations (visual works), mixed media, photomontages, paintings (visual works), sculpture (visual work), collages (visual works)

• Searchable: Yes• Hidden: No

http://www.getty.edu/research/conducting_research/vocabularies/aat/

http://www.getty.edu/research/conducting_research/vocabularies/aat/


• Dimensions• Metadata Element: Measurements.Dimensions• Dublin Core Map: Format• Definition: The size, shape, scale, dimensions of the Work or Image. Dimensions may include

such measurements as volume, weight, area or running time. The unit used in the measurement must be specified.

• Data type: Text• Fixed or Variable: Variable• Controlled Vocabulary: No• Required: No• Repeatable: Multiple entries may be entered separated by a semi colon.• Standard to follow: The format should be # space x space # space unit abbreviation period. A

third dimension can also be added before the unit abbreviation. Unit abbreviations are in., cm., m., ft. Partial units should be entered as fractions.

• Examples: 15 x 10 cm., 75 1/2 x 76 x 14 1/2 in., 30 x 21 1/2 in.; 30 x 39 3/4 in.• Searchable: Yes• Hidden: No


• Creation Date• Metadata Element: Date.Creation• Dublin Core Map: Date• Definition: Date or range of dates associated with the creation, design, production, presentation,

performance, construction, or alteration, etc. of the work or image. Dates may be expressed as free text or numerical.

• Data type: Text• Fixed or Variable: Variable• Controlled Vocabulary: No• Required: No• Repeatable: Several dates may be entered, separated by a semi colon.• Standard to follow: The most common entry is the four digit year. Approximate dates should be entered as ca

period space four digit year (ca. 1927). Decades, centuries or parts of decades or centuries, etc. should be entered as approximate date ranges (ca. 1930-1939 for 1930s or ca. 1900-1950 for first half of 1900’s). Before the common era dates should be followed by space B period C period (400 B.C.). If a month and year are given, it should be in the form month(spelled out) comma four digit year (March, 2007). It a month, day and year are given, it should be in the form four digit year comma space month(spelled out) space numerical day (2007, November 7). If a beginning and ending date are given, they should be entered into the following fields (Beginning Date and Ending Date).

• Examples: 1952, ca. 1956, ca. 1930-1939, ca. 1900-1950, before 1874, ca. 300 B.C., not after 79, after 1793, March, 2007, 2007, November 7.

• Searchable: Yes• Hidden: No

Example St. Thomas Data Dictionary• Mapping table - The following table indicates the MDL field that corresponds to each UST field

MDL FIELD UST FIELD COMMENTS

Creator Author

Title Title enter complete title

Title Other Title enter parallel title alone, if any

Description Description

Date of Creation Date

Publishing Agency Publisher/Place

Contributor Other Author

Local Subject Subject enter LC subject headings only

Local Subject Keyword enter keywords (non-LC headings)

[no corresponding MDL] Type always enter the word Text

[no corresponding MDL] Language choose from supplied list

[no corresponding MDL] Language Code choose from supplied list

Physical Format Physical Description reformat according to guidelines

Dimensions Physical Description reformat according to guidelines

Parent Collection Parent Collection

Rights Rights

[no corresponding MDL] Format always enter the term image/jpeg

Date Digital [technical metadata] Date Digitized

Local Identifier Call Number

MDL Identifier [technical metadata] Identifier enter range of identifiers for the compound object

[no corresponding MDL] Transcript leave blank; system supplied

Example St. Thomas Data Dictionary

• Field-by-field metadata guidelines

– 1. Author

• Input guidelines: Copy author’s name and dates, if any, from CLICnetAuthor field (MARC 100, 110, or 111).

• Input examples: - Ireland, John, 1838-1918 - Catholic Church. Archdiocese of St. Paul and Minneapolis

– 2. Title

• Input guidelines: Copy title from CLICnet Title field, everything up to the slash ( / ), including subtitles and parallel titles (MARC 245 $a and $b). Capitalize first word and proper nouns only; omit initial articles.

• Input examples: - Message to the Irish race - Twin evils of the age : a series of powerful lectures and addresses on evil reading and intemperance - Dakota tawoonspe, wowapi II = Dakota lessons, book II


– 9. Keyword

• Input guidelines: Enter keywords that may provide additional subject access to the resource. If entering more than one keyword or keyword phrase separate them with a semi-colon and a space. Capitalize proper nouns only. Catalogers will edit keywords for consistency.

• Input example (multiple keyword phrases within a single “Keyword” field): temperance societies; liquor traffic

– 10. Type

• Input guidelines: Enter the following term: Text


– 12. Language Code

• Input guidelines: Enter one or more of the following codes. Separate multiple codes with a semi-colon and a space. [Note: If a language appears that is not on this list, contact the Catalogers.]

– eng – fre – lat – dak - oji

– 20. Transcript

• Input guidelines: Leave this field blank. Its content will be generated by the system.


• Create a workflow if more than one person is involved in the project

• Train people to use the system if uploading own images

Steps for Creating a Digital Project at St. Thomas

• The steps are based on a model from the Handbook for Digital Projects: A Management Tool for Preservation and Access, Northeast Document Conservation Center, 2000. (http://www.nedcc.org/resources/digitalhandbook/dman.pdf )


• Phase 1

– A. A subject specialist (librarian/faculty/curator) selects or identifies a set of objects to be digitized.

– B. The selected objects are evaluated by the conservator/curator to determine the fitness of the materials for digitization. The conservator creates a brief report outlining the extent of conservation treatment needed before the objects can be digitized.


– C. A project plan proposal is submitted to the digital projects selection committee by the subject specialist outlining the following where appropriate:

• the purpose and audience for this digital collection

• information on the copyright status of the objects (including confirmation of copyright clearance if needed)

• the scope of the project (finite group of materials or continuing additions)

• estimate of staff and student time hours to complete

• timeframe for the completion of the project (finite or ongoing)

• the conservator’s report

• any additional information unique to the proposal (extraordinary amount of storage space or bandwidth needed)


– D. The digital projects selection committee approves or denies the proposal.

• Phase 2

– A. The conservator performs any needed treatment to the objects to stabilize them before digitization proceeds.

– B. The subject specialist seeks out the appropriate training (if needed) to use the CONTENTdm and DAM system software.


– C. The subject specialist meets with CONTENTdm and DAM system administrators to arrange for the creation of appropriate passwords and set up of collections.

– D. The subject specialist meets with catalogers to determine the descriptive metadata schema to be used as well as the appropriate thesauri to be used.

– E. The objects are digitized in compliance with UST standards found in RECOMMENDED DIGITAL CAPTURE STANDARDS June 2006


• Phase 3

– A. The subject specialist adds the digital objects to the DAM management system along with the appropriate descriptive metadata.

– B. The subject specialist adds objects and descriptive metadata to the new collection in CONTENTdm. The subject specialist will ensure that the collection is set up:

• to allow appropriate access (internal only or public)

• to allow for appropriate the metadata scheme

• with appropriate controlled vocabularies

• with appropriate repeatable fields


– C. The objects are imported from the DAM system into CONTENTdm with accompanying metadata by the subject specialist or his/her designee. (Until the DAM system is active the objects will be imported directly into CONTENTdm)

– D. Additional descriptive metadata is applied to each object as appropriate by the subject specialist.

– E. Objects are submitted to the catalogers/designee for quality control review and additional subject description.

– F. When approved by cataloger/designee, digital objects are indexed and uploaded into the new collection.


– G. If introductory materials are needed, the subject specialist will meet with the Virtual Services staff to determine the best way to present them on the UST website.

• Phase 4

– 1. The subject specialist completes a final report to the digital projects selection committee evaluating the content of the project and process used to create the finished project.

Using CONTENTdmin a Consortium

Library Technology ConferenceMarch 19, 2009

Ann Kenne (University of St. Thomas)Chris Schommer (Macalester College) Denise Tyburski (Macalester College)

Using ContentDM in a Consortium

Documents

Transcript of Using ContentDM in a Consortium